STEP ONE: OPENING A BATCH, before you can process any registrations, A/R Cash must be open.

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== '''STEP ONE: OPENING A BATCH''' ==

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Before you can process any registrations, A/R Cash must be open.

Batches are created by date, and there will be multiple batches for each date. The batch numbers always begin with the

Batches are created by date, and there will be multiple batches for each date. The batch numbers always begin with the

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*To locate your batch, click on the word open or find and type in your batch number next to the word Batch, hit enter.

*To locate your batch, click on the word open or find and type in your batch number next to the word Batch, hit enter.

*Once you have located your batch, reconfirm that the control amount matches the total amount on your control sheet.

*Once you have located your batch, reconfirm that the control amount matches the total amount on your control sheet.

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 Close the window by clicking on the X

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*Close the window by clicking on the X

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 Your batch is now open and ready for entry.

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'''Your batch is now open and ready for entry.'''

Revision as of 12:14, 18 August 2008

STEP ONE: OPENING A BATCH

Before you can process any registrations, A/R Cash must be open.

Batches are created by date, and there will be multiple batches for each date. The batch numbers always begin with the
year/month/day followed by the next batch number available for that date.

Each registration batch has a green or blue control sheet attached to it.

You will need to open the batch listed in the top right corner of the control sheet. In order to do this:

Click on A/R Cash icon

Click on Manage Batches

Click open

Type in batch number listed on transaction sheet

On the left hand side you will notice a number of different batches.

To locate your batch, click on the word open or find and type in your batch number next to the word Batch, hit enter.

Once you have located your batch, reconfirm that the control amount matches the total amount on your control sheet.

Close the window by clicking on the X

Your batch is now open and ready for entry.

STEP TWO: LOCATING INDIVIDUAL RECORDS: Most individuals will probably have a record in the Name Maintenance database (which is our main database). To begin the data entry process, you must first try and locate this individual in our database. There are few ways you can search for an individual.
 Press Ctrl F or click on Find in the Customer Window to bring up name search
 To Search by name, tab down to the name section and put in the individuals last name, First name.
 If the individual gives you their membership ID number, you can input that number in the search field of the Find screen and press enter. The system will give you a list of individuals that meet your criteria.
 Once you have located the individuals record, you want to verify that this is in fact the correct individual, by reviewing their address information.
 DO NOT CHANGE ANY OTHER INFORMATION IN THEIR NAME MAINTENANCE RECORD, unless it is a former (begins with X), PM or WEB record.

UNABLE TO LOCATE RECORD
 If an individual does not have a record in our database, you must create one.
 If they are affiliated with an organization, you must first locate the Organizational record.
 Click on Find, under the search method “Only Org” type in the name of the Organization.
 You will be looking for Organization records with member type PO, L1-L6, and XL.
 Typically there are a number of organizational records for a particular organization.